Purchase Order Tracker
Every PO is tracked from raised to paid, and nothing ages past due without a nudge.
POs fall through the cracks between raised, approved, invoiced, and paid — and the vendor relationship pays for it. This recipe sweeps the documents connection and the Gmail inbox for POs, invoices, and approval replies, then reconciles: invoices matched to POs with amount, quantity, and approval-status mismatches flagged, and payments matched to invoices from the Stripe ledger when connected. Every unpaid or unapproved PO lands in an aging bucket — 0-30, 31-60, 61-90, 90+ days — with an owner and a single next action. Vendor nudges and internal approval pings are drafted per aged PO and staged for approval, never auto-sent, and the ledger view pushes to your spreadsheet for the finance review. Idempotent per PO + window: reruns update each PO's state in place, never duplicate a nudge or re-age a PO already actioned.
How it runs
Multi-agent orchestration — here's the flow, step by step.
Resolve the window and open-PO state from memory, and dedupe so a PO already actioned in the window is updated, not re-nudged.
workflow orchestratorPull POs, invoices, and approval records from the documents connection.
docs managerSweep Gmail for vendor invoices, order confirmations, and approval replies in the window.
inbox scannerMatch invoices to POs; flag amount, quantity, and approval-status mismatches with the exact discrepancy.
reconciliation checkerMatch payments to invoices from the Stripe ledger, marking each PO paid, partial, or unpaid.
payment scannerBucket unpaid and unapproved POs by age — 0-30, 31-60, 61-90, 90+ days — with an owner and a single next action each.
reconciliation checkerDraft a vendor nudge or internal approval ping per aged PO, grounded in the PO's actual state and history.
email writerStage the nudges, pings, and ledger rows for one-click approval; on approval, create the drafts, write the sheet, and return receipts.
distributorAssemble the summary: POs by state, aging buckets, mismatches held for review, and the in-hub footer when connections are missing.
report formatterRequired Agents
8- workflow-orchestrator
- docs-manager
- inbox-scanner
- reconciliation-checker
- payment-scanner
- email-writer
- distributor
- report-formatter
Connections
Required
Optional
What it does
- POs, invoices, and approvals pulled from your docs and the Gmail inbox in one sweep
- Invoices matched to POs — amount, quantity, and approval-status mismatches flagged
- Payments matched to invoices from the payment ledger when connected
- Aging buckets (0-30 / 31-60 / 61-90 / 90+ days) for every unpaid or unapproved PO
- Each aged PO carries an owner and a single next action
- Vendor nudges and internal approval pings drafted, never auto-sent
- Ledger view pushed to your spreadsheet for the finance review
- Idempotent per PO + window — reruns update in place, never duplicate
Example prompt
Check every open purchase order — match the invoices that have come in, tell me what's aging past 30 days, and draft nudges for the vendors.
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